Introduction

The Australian Valuation Office (AVO), which is currently a branch of the Australian Taxation Office, and the National Archives of Australia have developed this Records Authority to set out the requirements for keeping or destroying records for the core business of Valuation Services. It represents a significant commitment on behalf of AVO to understand, create and manage the records of its activities.

This Authority is based on the identification and analysis of the business of AVO. It takes into account the agency's legal and organisational records management requirements, and the interests of stakeholders, the agency and the National Archives of Australia.

The Authority sets out those records that need to be retained as national archives and specifies the minimum length of time that temporary records need to be kept. This Authority gives AVO permission under the Archives Act 1983, for the destruction of the temporary records described after the minimum retention period has expired. Retention periods for these temporary records are based on: an assessment of business needs; broader organisational accountability requirements; and community expectations, and are approved by the National Archives of Australia on the basis of information provided by the agency.

As changes in circumstances may affect future records management requirements, the periodic review of this Authority is recommended. All amendments must be approved by the National Archives.

Application of this Authority

This Authority supersedes Records Authorities RDA 728 (1991) and RDA 1092 (1994). The superseded records authorities cannot be used by the AVO after the date of issue of this Authority.

This Authority is to be used to determine how long records must be kept. Records are matched to the relevant core business and records class in the Authority.

Where the minimum retention period has expired and the records are not needed for agency business they should be destroyed as authorised in this Authority.

Records that have not reached the minimum retention period must be kept until they do.

Records that are identified as Retain as National Archives (RNA) are to be transferred to the National Archives of Australia for preservation.

This Authority should be used in conjunction with general records authorities such as:

AFDA Express which covers administrative business processes and records common to many Australian Government agencies;

General Records Authority 31 for source (including original) records that have been copied, converted or migrated.

The Normal Administrative Practice (NAP) provision of the Archives Act 1983 gives agencies permission to destroy certain records without formal authorisation. This usually occurs where records are duplicated, facilitative or for short-term use only. NAP does not replace arrangements agreed to in this Authority but can be used as a tool to assist in identifying records for destruction together with an agency’s Records Authority or Authorities, and with AFDA and AFDA Express. The National Archives recommends that agencies develop and implement a Normal Administrative Practice policy. Advice and guidance on destroying records as a normal administrative practice and on how to develop an agency NAP policy is available from the National Archives’ website at www.naa.gov.au.

Records that are reasonably likely to be needed as evidence in a current or future judicial proceeding or are subject to a request for access under the Archives Act 1983, the Freedom of Information Act 1982 or any other relevant Act must not be destroyed until the action has been completed.

Records subject to a disposal freeze must not be destroyed until the freeze has been lifted. Further information about disposal freezes and whether they affect the application of this Authority is available from the National Archives website at www.naa.gov.au.

Where the method of recording information changes (for example from a manual system to an electronic system, or when information is migrated from one system to a new system) this Authority can still be applied, providing the records document the same core business. The information must be accessible for the period of time prescribed in this Authority. The agency will need to maintain continuing access to the information, including digital information, for the periods prescribed in this records authority or until the information is transferred into the custody of the National Archives.

In general, retention requirements indicate a minimum period for retention. AVO may extend minimum retention periods if it considers that there is an administrative need to do so, without further reference to the National Archives. Where AVO believes that its accountability will be substantially compromised because a retention period or periods are not adequate, it should contact the National Archives for review of the retention period.

Records coming within ‘Retain as national archives’ classes in this Authority have been determined to be part of the archival resources of the Commonwealth under Section 3C of the Archives Act 1983. The determination of Commonwealth records as archival resources of the Commonwealth obliges agencies to transfer the records to the National Archives when they cease to be current and, in any event, within 15 years of the records coming into existence, under Section 27 of the Archives Act 1983.

Records in the care of agencies should be appropriately stored, managed and preserved. Agencies need to meet this obligation to ensure that the records remain authentic and accessible over time. Under Section 31 of the Archives Act 1983, access arrangements are required for records that become available for public access including those records that remain in agency custody.

Appropriate arrangements should be made with the National Archives when records are to be transferred into custody. The National Archives accepts for transfer only those records designated as national archives.

Advice on how to use this Authority is available from the agency’s records manager. If there are problems with the application of the Authority that cannot be resolved, please contact the National Archives.

Contact Information

For assistance with this authority or for advice on other records management matters, please contact National Archives' Agency Service Centre.

Authorisation

Person to whom notice of authorisation is given:

Purpose:

Authorises arrangements for the disposal of records in accordance with Section 24(2)(b) of the Archives Act 1983

Determines records classed as 'Retain as national archives' in this Records Authority to be part of the archival resources of the Commonwealth under section 3C of the Archives Act 1983.

Application:

All core business records relating to Valuation Services.

This authority gives permission for the alteration of the records described. This authority will apply only with the consent of the agency currently responsible for the business documented in the records described.

Authorised by:

David Fricker
Director-General
National Archives of Australia

6 June 2014

Classes

Valuation Services

The core business of providing valuation services nationally and exclusively to all levels of government. Includes providing valuations of lands and buildings, plant and machinery, as well as specialised valuations and corporate valuations.

undertaking valuations and assessments of property and assets, including valuations of land and buildings, plant and machinery, corporate valuations and specialised valuations (such as cultural collection and environmental valuations);

providing and receiving advice and other information, including providing program and policy advice and consultancy services;

providing and receiving high-level advice involving major stakeholders. Includes major valuation and land policy and program advice provided to client agencies. Includes final versions of advice, position papers, opinions and briefings;

assessments and valuations of properties and assets (ie property records), which have substantial social, historical, environmental or cultural significance. Includes:

property of considerable cultural or historical value (eg significant heritage listed properties, iconic buildings, decommissioned railways buildings, original or large land holdings that have been unchanged for many years, returned servicemen settlement properties and war service homes);

reviews of non-residential valuation decisions made by the agency, undertaken by a higher authority (such as the courts or the Administrative Appeals Tribunal);

developing national, sector-wide and high-level internal and external reports. Includes final versions, major drafts, stakeholder consultation and supporting research;

high-level internal and external committees and other bodies where the agency provides the secretariat, is the Australian Government’s main representative, or plays a prominent or central role. Includes establishment documentation, agenda, final versions of minutes, reports and tabled papers;

national and high-level reviews, including strategic reviews and major internal reviews. Includes final review reports, major drafts, recommendations, stakeholder consultations, submissions, and supporting research;

outcomes of major research and analysis undertaken or commissioned by the agency to support the core business. Includes final research reports, research findings, statistical analysis, data models and research datasets;

final versions of significant agreements and contracts and supporting documents, that: relate to substantial funding agreements or the establishment of partnerships, major client relationships (including tied relationships) and cooperative arrangements with other governments, agencies and organisations; are controversial, of public interest or ground-breaking in nature; or have substantial implications for the conduct of agency business. Includes significant joint venture agreements and Memoranda of Understanding;

master versions of agency publications produced to support the core business;

final versions of speeches presented by the portfolio Minister, the agency head, Commissioners or senior agency staff; and

final versions of unpublished proceedings, reports, presentations and papers from conferences, seminars and workshops hosted by the agency.

Retain as national archives

61540

Records documenting:

assessments and valuations of residential properties (ie property records) supporting means testing programs, other than those covered in class 61539.